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Market Management Committee Meeting Minutes - 10 December 2015


PRESENT:   

South Ward:   

Councillor D Brenton (Chairman)
Councillor R Wootton

South (Outer) Ward:   

Councillor D Howell
   
East Ward:   

Councillor Mrs R Craigie
Councillor J McKenzie (substitute for Councillor Day)
   
Butcher’s Row   

Mr M Dendle
   
Market Hall   

Mrs J Fisher

IN ATTENDANCE:
   
Mr R Coombes (Deputy Town Clerk)

088  APOLOGIES FOR ABSENCE

Councillors Johns (North Ward – personal) and Day (South Ward – personal).

089  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

090  PUBLIC PARTICIPATION PERIOD

No members of the public were in attendance.

091  MINUTES

The Minutes of the Meeting held on 5 November 2015 were approved and signed as a correct record.

(Vote – For: 4, Against: 0)

092  ACCOUNTS

It was proposed by Councillor Howell, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 4 , Against: 0)

093  COMMITTEE TRADER / TENANT REPORTS

Mr Dendle told Members of a fellow Tenant’s accident resulting in breakages to inner, outer ankle and shin requiring pins, plaster and subsequent Hospital visits. 

Members had been notified but stated that a letter should be sent to Devon County Council highlighting their responsibility towards the uneven pavement made worse with the build-up of substances released by the overhanging tree.

Mrs Fisher confirmed that the Arts and Crafts Open Day on Tuesday had proved very successful.  The Market Administrator had spoken to a number of the participants who expressed an interest in a similarly themed quarterly Market.  Councillor Howell indicated that the Tourism Committee, Mrs Ruth Benney in particular, were investigating an Arts and Crafts opportunity and suggested a coordinated approach.

Mrs Fisher noted that the Big Sheep were advertising their Events with large yellow traffic signs and speculated on whether the Market could similarly be promoted.  While Councillor Howell was sure there would be a cost the Chairman would contact a farmer with a view to advertising the Market in a similar fashion to that of the Dartington Glass roadside / field Advertisement.

Councillor Howell expressed disappointment at the attendance numbers for the Signing of the Lease and questioned the publicity.  Mrs Fisher conceded that it had been quieter than recent years but observed that there are many competing events.

094  KEY BOLLARD / LOADING AREA (PORTOBELLO ARMS ENTRANCE)

The Chairman confirmed an approach had been made by a trader who had experienced difficulty unloading his stock.

The Market Administrator spoke of meeting the DCC Highway’s Officer, with the Town Clerk where the Officer had agreed to investigate the proposal and cost suitable bollards.

It was proposed by Councillor Howell, seconded and

RESOLVED:  That subject to Devon County Council approval control of the area outside of the Market Hall Entrance, using a locking bollard system, supervised and maintained by the Council, should be pursued. 

(Vote – For: 4, Against: 0 )

095  PANNIER MARKET INFORMATION BOARD – QUAY SITING

The Market Administrator had provided pictures / diagrams and correspondence for siting an Information Board on the Quay advising that TDC (owner) were content although Planning Permission would be required, at a cost of £110.  He added that JAG Signs had quoted £200, including fitting for a bespoke sign.

Members discussed the detail believing that it should be simple, providing trading details for both the Market Hall / Butcher’s Row and include a map.  Mr Dendle will forward the map to the Market Administrator.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That a planning application is submitted and subject to approval JAG Signs are engaged to fabricate and fit the Pannier Market Information Board.

(Vote – For: 4, Against: 0)

096  MARKET LEAFLET – 2015 / 2016

Members agreed that the current, generic, information leaflet should be reproduced in its current form. 

The Chairman expressed concern that the Leaflet had not been displayed in the local Morrisons’ Store. 

Discussion followed on the merits of using a second distributor in addition to Publicity South West.  The Distributor Morrisons engage should be identified, approached and their network ascertained.  Similarly Publicity South West is asked to provide their distribution detail.

Proposed by Councillor Howell, seconded and

RESOLVED: That the Leaflet for 2014 / 2015 is replicated for 2015 / 2016 with a print run of 50,000; distribution to be confirmed.

(Vote – For: 4, Against: 0)

097  CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor Brenton, seconded and

RESOLVED: That in view of the confidential nature of the business about to be discussed, it is advisable, in the public interest, that the public be excluded for the remainder of the meeting; the tenants / traders were instructed to withdraw. 

The Chairman invited Mr Dendle to remain in his capacity of designer and consultant to the Market Hall Unit Initiative.

(Vote – For: 4, Against: 0)

PART II (CLOSED SESSION)

ORDER OF BUSINESS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the order of business be changed to allow agenda item 12 to be addressed before item 11.

(Vote – For: 4, Against: 0)

098  MARKET HALL WORK SHOP UNIT INITIATIVE

Members had sight of six quotations for the fabrication of four pairs of studio workshops.  Councillor Brenton noted that the average figure far exceeded the amount earmarked for the Project and the cheapest too was somewhat more than the agreed budget.

He suggested that the number of Units could be reduced from eight to six with a possibility of engaging an independent electrical contractor in an effort to ease the cost.

Mr Dendle stated that the original design included features that were not entirely necessary but desired to reflect more closely the link with Butcher’s Row Units.  There were areas and items that could be withdrawn without damaging the integrity of the function; the Units:

•    do not need to be insulated,
•    do not need side windows,
•    do not need glazed door,
•    do not need decorative elements,
•    do not need display bench.

Councillor Howell had noted the panels’ cost and speculated whether this was an area that could see a price reduction.

(Councillor Mrs Craigie joined the Meeting.)

Mr Dendle indicated that he could amend the specifications and saw merit in reducing the number from four pairs to three.

Councillors Brenton and Howell did feel that the National Company that pitched the original price on which to base the Project were a business held in good repute.

Councillor McKenzie questioned whether the finance secured from the Council would be amended subject to a change in specification.

The Market Administrator indicated that Council would have opportunity to review the Resolution at the Meeting of 17 December 2015.

Councillor Howell directed that a revised specification for three pairs of workshop units should be sent back to those who had provided quotes (the Chairman felt that the highest quotation provider should be excluded) in time for a decision to be made at the Meeting to be held on 21 January 2016, with a completion for Easter 2016.

Councillor McKenzie suggested that Petroc could also be approached by way of a (cost saving) project; the Chairman guarded against the time factor.

Proposed by Councillor Howell, seconded and

RECOMMENDED: That a revised reduced specification for three pairs of workshop units be produced and sent to five of the six firms that quoted requesting a reappraised quotation to be received for the Meeting of 21 January 2016.  That Petroc be invited to quote.

(Vote – For: 5, Against: 0)

099  MARKET STREET FRONTAGE / PAINTING FIRST FLOOR / GUTTERING

Members reviewed three quotations submitted for painting the first floor frontage, including guttering, along Market Street.

Proposed by Councillor McKenzie, seconded and

RESOLVED: That ADC Property Maintenance is invited to complete the work in accordance with their Estimate of £1,900.00.

(Vote – For: 5, Against: 0)

100 TERMINATIONS OF LEASES BY TENANTS/APPLICATIONS RECEIVED FOR TENANCIES OF PREMISES

Members were advised that the Tenant of Market Street Unit 25 had given Notice to vacate the Unit on 1 February 2016.  They discussed advertising the availability as well as contacting those that had recently applied for a Pannier Market Complex Shop Unit.

Proposed by Councillor Howell, seconded and

RESOLVED: That those who had recently submitted applications for shop units be advised of the availability of Unit 25.  A notice is placed in the shop front and Councillor Howell advertises on Social Media.

(Vote – For: 5, Against: 0)

101  UPDATE ON RENT ARREARS

The Market Administrator confirmed that one Tenant owed a modest sum for the month of November 2015. 

There is a confidential minute associated with this agenda item. 

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.15 pm.















 














 




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